[ RadSafe ] Retention of X-Ray Reports / Dosimetry records

Michael, Joey L joey-michael at uiowa.edu
Fri Jun 20 16:59:46 CDT 2014

Our licensing agency allows us to keep electronic records, as long as they can be accessed and audited.  Several years ago, a bunch of our dosimetry records were scanned to create a digital copy.  We also have disks from the dosimetry vendor that cover several years.  One thing with the old records is being aware of the file type.  As operating systems get updated, some file types no longer work (or at least not well).  Over the past year, we converted all of our various digital dosimetry records into .pdf files.  We store them on a secure drive that is backed up.  

Most of our paper records have been shredded.  I usually keep one year of paper dosimetry records (monthly reports).  We are also keeping the last Form 5 for our participants.  

I plan to keep the dosimetry records forever - in some form or another (required + good insurance).

We are required to keep X-ray surveys for 3 yrs, but check with your state.  Your regulations may be different from mine.


-----Original Message-----
From: radsafe-bounces at agni.phys.iit.edu [mailto:radsafe-bounces at agni.phys.iit.edu] On Behalf Of Diane Griffiths
Sent: Thursday, June 19, 2014 2:07 PM
To: Radsafe Maillist
Subject: [ RadSafe ] Retention of X-Ray Reports / Dosimetry records

My filing cabinet in my office is filling up, and I was wondering what y'all do, or how long you keep various reports.

I know with the Radioactive Materials License it is spelled out how long we need to keep specific records regarding our license and dose calibrator records, etc. I know we are supposed to keep records of personnel exposure for the lifetime of the license. Do you keep the paper files of all the annual exposure reports, and termination reports? I was debating on if I could start scanning in the files of employees that have been deleted form the dosimetry program for years, and just keep an electronic version on multiple CD's?

How long do you keep the reports from the annual survey of X-Ray and CT Machines? Currently I have every report in my files going back to 1996, and these files are getting thick!

I would appreciate any comments / suggestions!

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